Thursday, May 21, 2026

Other towns' projects and cost trends

No vote on this item. Separately, the committee approved the April 30 and May 6 minutes as amended, and voted to adjourn, both unanimously.

Members looked at recent public safety building projects in Raymond and Exeter. A member said Raymond's police building is 15,800 square feet and its cost rose from $6.8 million to over $12 million. The member said this shows why early needs assessment and drawings matter. Another member described Exeter's failed and successful ballot votes, cost increases and cuts in square footage. The member said inflation and timely execution affect cost. The committee voted unanimously to approve the April 30 and May 6 minutes as amended and to adjourn at 6:32pm. Upcoming meetings were set for June 3 and June 17.

Beals Associates documents and site review

Committee members reviewed documents from Beals Associates, a firm that sent them through its contact. They talked about site factors such as environmental concerns and water maps. They also looked at sample requests for proposals (RFPs) and requests for qualifications (RFQs) for architect services, to use as guides for later steps. They looked at concept plans from Stratham and Windham as possible models for Newfields.

Drafting the site assessment RFP

An RFP is a written request asking firms to submit offers for work. A committee member led talks on the draft RFP for a site assessment. The work listed includes a site survey, wetlands mapping and meetings. Price talks will happen after a firm is chosen. Firms will be asked for a timeline. The firm's contact estimated 6 to 8 weeks for survey work. The committee also wants to know how long permits take before moving to architect services. Scoring factors are relevant experience, staff qualifications, timeline and understanding of the project. The town may ask for more information or reject submissions. A committee member, John Hayden, will be the contact for questions instead of Sue McKinnon. Members noted small fixes to the draft. The draft is to be sent to all members for comments within a few days. The goal is to finish and release it within three weeks. Town policy calls for ads in a newspaper for at least 14 days and posting in two public places. Members also discussed posting on the town website and the New Hampshire Municipal Association site as lower-cost options. They agreed to check current requirements and options. The aim is a three-week advertising period, with proposals opened at the next scheduled meeting. A committee member agreed to make a colored map of the four lots for the RFP.

Building size, needs assessment and concept design

Members compared the planned building with ones in Enfield, North Hampton and other towns. They concluded that 15,000 square feet is a reasonable target. A committee member said a needs assessment, a study of the spaces and features required, should take four to five months and should involve both chiefs. Concept designs would then be made, with three options shown to the public, focused on outside style and key inside spaces. The member also discussed value engineering, which means sorting must-have features from optional ones to save money. Material examples included Hardie board siding and tile.